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Easing Compatibility Between OpenOffice, MS Office
Jane Walker writes "An office suite expert describes how to format documents in OpenOffice and Microsoft office using program features that will make ease compatibility headaches." From the article: "No two office suites are alike, and the more manual, highly controlled items you have in your document, the more likely the formatting will get messy when you go from one office suite to another. But if you use the formatting capabilities to indent and add spacing--well, that's more like just labeling a box Kitchen and putting the box somewhere that makes sense. The formatting tips in this article will also give you more professional-looking documents that are easier to update when the content or formatting rules change."
Too many people think it's OK just to use rows of spaces for formatting.
The worst example of this I ever saw was a document where the page numbers were typed, by hand, aligned using spaces, within the page themselves {not in the footer}; and there were no page breaks, just loads of hard returns. I was tasked with fixing a minor spelling mistake. This should have been an easy job; but the correctly-spelt word was one letter longer, which caused the line to wrap -- thus making an utter arse of the formatting.
I fixed it, but I got a bollocking for taking too long. I suppose I would have got just as big a bollocking for messing up the formatting.
I think a great service would be done if word processing software could detect attempts at such manual formatting, warn the user there is a better way to do it; and then do it properly, automagically. It can't be that hard. I'll concede that spaces and hard returns do have a place, but that place is far away from proportionally-spaced fonts.
Oh yes, one more thing. Bring back Wordstar/Protext-style rulers which can be inserted into the document anywhere, not just one ruler at the top of the screen which changes as you move from one paragraph to another. It's as confusing as fuck and it's probably half the reason why people use spaces for formatting in the first place.
Je fume. Tu fumes. Nous fûmes!
Maybe they do want ponies. That's fine. It is no good saying, effectively, that the reason MS docs don't always translate well to OO and vice versa is that users get it wrong. This article is just falling back on the old BS about how the program is perfect. That it produces poor results if, of course, all the dumb user's fault. We need to move on from this and put the focus on programming that serves the user.
... what could we give them?
OK, so lets look at this from the point of view of a developer trying to build a system that serves the user's needs. The users treat the wordprocessor as a typewriter with fonts, but they want it to magically update properly when they move stuff around and change options. So
Well, for a start we could give them controls that let them specify how far into the page the paragraph is without resorting to tabs that can get messed up. Let's call that the "indentation". Also, we could let the user tell the software "this is my heading" and it should know how what font to use. We could call them "styles". Hey, and how about if people want a gap under the paragraphs without having to remember to press enter every time? We could have a setting that tells it how big the gap could be!
Of course, this has all been done already. The problem is that the constant bleating of "the software should do what the user wants" is the basic assumption that the software can figure out what the hell the user wants, without even being told! Easy to use software does not mean 'software that needs no manual'. Creating a document that can be properly updated without the leg work of manually reformatting every bit of it, even within the same word processor, requires a slight shift in thinking from 'purely presentation' to 'structure and style'.
The exact same shift in thinking is what causes some HTML pages to resemble a mass of <br> tags and non-breaking spaces, and some to resemble just a handful of <p> tags and let the CSS do the rest. If you are determined that you are going to use <br> and regardless of what is available to you, on the grounds that you don't already know how to do it and shouldn't have to learn, then you deserve everything you get.